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Asset Management

Define and review assets primarily used in Risk and Data Protection programs

  • Episodes12
  • Duration32m 16s
  • LanguagesEN
Episode 12

Reviewing Assets using Notifications and Feedback

How to review items on the module using notifications and feedback from people around the organization

Introduction

The review process explained above works if you are doing the reviews by yourself. This is not ideal, but sometimes it is unavoidable, particularly for small organizations. If you want to send emails to the “Owners", "Guardians", Etc of Assets so they provide you with review evidence automatically on the review, then you need to perform the following:

  • Ensure email settings are configured and working.
  • Configure warning notifications.
  • Configure notifications for comments and attachments.
  • Set the correct user access permissions.
  • Test your notifications.

We strongly advise that you learn how to use notifications on a system that does not have Assets created so you can test them in detail before putting them into production.

Email Settings

Check our basic configuration guides and make sure your email settings are working correctly. Without them, you won't be able to use notifications. 

Configure Warning Notifications

You will need at least one “Warning” notification that will trigger days before or after the “Planned Review” date set for your reviews. These notifications must be configured at the “Review” tab, so make sure you are there before you begin.

Then follow these steps:

  1. Go to the menu bar on “Notifications,” then “Warning,” and click on “New.”
  2. Under “Notifications,” select a notification option (e.g., -1, -5, +1, +5) for how many days before or after the “Planned Review” date that you want the notification to trigger.
  3. A name for the notification will be automatically created for you, but it can be adjusted.
  4. Leave the “Email Notification” toggle on, and make sure that “Enable Webhook” is also disabled.
  5. On the “Recipient” tab, click the dropdown under “Custom Roles” and select “Reviewers (Asset Review)” and “Owners (Assets).” If you have created more custom Roles you can add them here as well.
    1. Every night, eramba will run through all of your incomplete reviews and check whether the condition on the number of days matches. If it does, eramba needs to know who the “Reviewer” is for the review so an email can be sent. This is why you must point your notifications to the role and not a specific person. You can combine the custom role with a user, but bear in mind that this user will always be CC’d on every email that this notification sends.
  6. At the “Email Body” tab, make sure you adjust the subject and body of the email to say exactly what you want them to say. You can use macros on your text; just select them from the dropdown on the editor menu bar.
  7. Save the notification.

Your notification will be created and listed under “Notifications” and “Warning.” You can edit the notification anytime.

When the “Warning” notification configured above is triggered, the “Reviewer” for that Asset will receive an email with an embedded link. You need to adjust the email body to ensure that users will understand that they need to click on the provided link.
 

 

When the user clicks on the link, they will be redirected to eramba, and once authenticated, the review that matched the condition will be shown to the user, that one alone. You need to instruct the user (by configuring the notification email body) that they need to click on the item menu and on “Comments & Attachments.”

 

Every review will have a trail of discussions, approvals, etc., on those comments and attachments. 

Configure Comments & Attachments Notifications

You can be notified when a comment or attachment is included in a review, but this requires configuration.

  1. Go to the “Review” tab.
  2. Click on “Notifications” on the menu bar, then “Comments & Attachments,” then “New.”
  3. Under “Notifications,” select “Comments & Attachments.”
  4. Under name, you can either use the suggested notification name or adjust it to something you want.
  5. Toggle “Email” and leave “Webhooks” untoggled.
  6. Under recipients, use the same configuration that you used for the “Warning” notification (see the previous chapter for instructions).
  7. Adjust the subject and body of the email. You can use macros if you want.

When a comment or attachment is included in a review, the reviewer and owner roles will receive an email notification. The email includes the message and a link to the review that received the comment or attachment.

Setting User Access Permissions

You need to set permissions so users can see exactly what you want them to see. Particularly with reviews, when a user clicks on the review module, you might want to limit their actions to only comments and attachments.

This can be achieved by assigning users to our default groups:

  • System Group - View Assets and Reviews.
  • Comments & Attachments.

The same applies to your Assets, as you most likely do not want users editing or deleting them. You can limit viewing privileges with the permissions mentioned above.

You can review our Access Management course for more information on how this is done. Be sure to always test your permissions before putting them in use with users. We typically recommend having a dummy account to test permissions.

Testing Your Notifications

Once you have created your notifications and configured your users’ permissions, you can test both settings by creating a “dummy” Asset. You will need a dummy user that has the same group permissions as your users.

  • Make sure the owner and, in particular, the reviewer, is the dummy user.
  • Create an Asset that expires two days from today. (If today is April 10, set the expiration date to April 12.)
  • Create a notification that triggers -1 day (or -10, but adjust the Asset Revew expiration to trigger).
  • You will need to wait until the following day to trigger the notification (as they run at midnight). Following the example above, the notification should arrive on April 11.

We recommend checking the following:

  • The body and subject of your notification, and in particular, macros.
  • Click on the link of the notification, authenticate, and ensure that you are redirected to the review.
  • Ensure that the permissions set allow you to do what you want them to do.

Once this is working, you can import all of your Assets with confidence.